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      Contracts

      How to create contracts in Dooap? How to match invoices against a contract?

      Companies incur liabilities through various contractual agreements. Our module allows users to efficiently manage all contracts in one centralized location. It also facilitates quicker identification and processing of invoices, as each contract includes detailed coding instructions for related invoices.

      The creation of contracts and the manual matching of contracts to NON-PO invoices is available for UAT and PROD environments.

      To active this feature please contact Dooap support (support@dooap.com).

       

      Configuration

      It is possible to draft a contract for a specified budget amount and manually reconcile invoices against the contract to stay within the allocated budget.

       

      Related Permissions

      Once the feature is activated, two new permissions will appear in Admin > User roles view.

      • ContractsModuleAll = Permission to view all recurring invoices 
      • ContractsModuleEdit = Permission to edit and create contracts

      Assign one or both of these permissions to roles that should have the ability to view, edit or create contracts.

       

      Invoice Type Settings

       

      The Contracts feature must be enabled for an invoice type or a new invoiced type must be created with the feature enabled. 
      1. Navigate to Admin > Invoice types.
      2. Select the invoice type you want to enable the feature for (NPO) or add a new invoice type.
        1. Remember, if you create a new type, you must then assign the type for companies in Admin > Companies > Select a company > Invoice types view.
      3. Click Invoice type features / Contracts field on.


        contracts admin

       

       

      Creating a Contract

       

      Once the feature is activated and permissions are enabled to the correct roles, a new tab will be displayed in Recurring invoices view to for the users assigned with those roles.

       

      contracts tab

      By clicking Add new request, it is possible to start creating a new contract. This will activate the header fields, where you can start filling in information regarding the contract. Note, that an attachment of the contract is mandatory.


      General Settings

       

      • Contract Status: The contract status must be set to Active to enable matching.
        • The status will automatically change to inactive when the contract expires.

      • Budget Amount: The amount specified is used as the budget for the contract.

      • Tolerance: Tolerance is a percentage ranging from 0 to 100, indicating the allowable amount by which you can exceed the budget.

      • Available Amount: The available amount refers to the remaining budget on a contract.
        • If the budget is insufficient for posting invoices against the contract, a warning will be displayed on the invoice.

       

      Default Contract Values

       


      Users can fill in default values for the contract, which will be copied to the matched invoice. These include header information, coding, and workflow presets.

       

      Mandatory information to enter includes:

      • Company
      • Budget amount
      • Currency
      • Contract number
      • Start and end dates (which determine the contract's validity)
      • Attachment.

       

      Coding lines for Contract Dimensions

       

      Coding lines for contract dimensions are separated in the same way as for self-billing invoices. Users can also choose to distribute the invoice amount across coding lines using either an amount or a percentage.

       

      An example

      A contract has coding lines created as follows:

      • 600155;001;022;007 for 75%
      • 500120;002;023;009 for 25%
      • 110110 for USD 10.
      An invoice for USD 100 matched against this contract will have the amount divided as follows:
      • 10 USD for 110110
      • 22,50 USD for 500120;002;023;009 and
      • 67,50 USD for 600155;001;022;007

      If several contracts are matched, all coding lines from all contracts are brought to the invoice.  In this case, percentage calculations must be adjusted manually for the invoice.

       

      Contract Invoice Matching

       

      Invoices can be matched against a contract, by clicking Contracts and then Open the selection dialog.

      If the Contracts button is not visible, check that you have enabled the feature for the invoice type as instructed above.

       

      Contracts selection dialog

       

      A contract will appear in the matching window if:

      • It is active.
      • The contract has the same company as the invoice.
      • The contract has the same vendor as the invoice.
      • A contract without a vendor will also appear in the matching window. If your contract will have invoices from several different vendors, do not specify a vendor when creating the contract.

      Once the contract is matched to the invoice, coding lines will be added from the contract to the invoice. The ledger line amount can be calculated based on a percentage defined in the contract.

      When an invoice has been matched, a warning will be displayed for the user if the amount of the matched invoice exceeds the budget of the contract.

       

       

      Future development

      • Incoming invoices will be automatically matched to contracts.